Re-announcement [Public Proposal] Regarding the Service Contract for Kumamoto City Hometown Support Donation

Re-announcement [Public Proposal] Regarding the Service Contract for Kumamoto City Hometown Support Donation 1. Kumamoto City Hometown Support Donation Service Contract Proposal Implementation Guidelines Regarding the aforementioned service contract, a public proposal procedure will be implemented, and participants are invited as follows. 1. Service Overview: (1) Service Contract Name: Kumamoto City Hometown Support Donation Service Contract (2) Purpose and Overview: To improve the efficiency of administrative work and the convenience of donation procedures by comprehensively outsourcing the services related to accepting Kumamoto City Hometown Support Donations, managing donor information, and delivering return gifts to private businesses with expertise. Furthermore, by adding new return gift items, enhancing the content of the donation acceptance portal site, and promoting Kumamoto City's attractions through the Hometown Support Donation system, the aim is to increase the number of donors who empathize with and support Kumamoto City's initiatives, thereby contributing to the revitalization of the local economy and the creation of related population. (3) Place of Performance: 1-1 Tetori-Honcho, Chuo-ku, Kumamoto City, etc. (4) Period of Performance: From the contract signing date until March 31, Reiwa 12 (2030). (5) Maximum Proposal Amount: Within the upper limit of expenses required for soliciting donations, calculated from the ratio of usable donation funds as defined by the Local Tax Act (including consumption tax and local consumption tax). * The proposal should cover the overall expenses, including costs other than the service fee paid by the City to the contractor (costs considered to have arisen from soliciting or receiving Hometown Support Donations). * Proposals exceeding this upper limit, regardless of the content, will be considered invalid. (6) Method of Vendor Selection: Public Proposal Method. 2. Department in Charge: 〒860-8601 1-1 Tetori-Honcho, Chuo-ku, Kumamoto City, Kumamoto City Policy Bureau, Secretariat Department, Public Relations Division. Phone: 096-328-2043 (Direct). 2. Selection Schedule: Content | Date --|-- Period for Distribution of Implementation Guidelines, etc. | Until Reiwa 8, November 2 (Monday) Deadline for Submission of Statement of Participation | Reiwa 8, November 2 (Monday) Notification of Participation Qualification Review Results | Reiwa 8, November 4 (Wednesday) Deadline for Submission of Questionnaires | Reiwa 8, November 4 (Wednesday) Deadline for Responding to Questionnaires | Reiwa 8, November 6 (Friday) Deadline for Submission of Proposals, etc. | Reiwa 8, November 11 (Wednesday) Presentation | Reiwa 8, November 17 (Tuesday) Notification of Selection Results | Reiwa 8, November 18 (Wednesday) (Scheduled) Contract Conclusion | Reiwa 8, December 1 (Tuesday) (Scheduled) 4. Participation Qualifications: All of the following conditions must be met. (1) Applicants must have submitted the "Kumamoto City Service Contract Competitive Bidding Qualification Application" and be registered in the list of qualified bidders as stipulated in Article 5 of the "Guidelines for Qualifications of Bidders for Kumamoto City Service Contracts, etc." (Heisei 20, Notice No. 731). (2) Applicants must not fall under any of the provisions of Article 167-4, Paragraph 1 of the Local Autonomy Act (Showa 22, Order No. 16). (3) If an application for commencement of rehabilitation proceedings under Article 17 of the Corporate Rehabilitation Act (Heisei 14, Act No. 154) or Article 21 of the Civil Reorganization Act (Heisei 11, Act No. 225) has been filed, a decision to approve the rehabilitation plan or reorganization plan must have been made. (4) Applicants must not fall under Article 3, Item 1 of the "Kumamoto City Measures to Exclude Violent Groups, etc. from Contracts, etc." (Heisei 18, Notice No. 105). (5) Applicants must not be within the period of suspension of bidding based on the "Kumamoto City Measures for Suspension of Bidding for Procurement of Goods and Service Contracts, etc." (Heisei 21, Notice No. 199; hereinafter referred to as "Suspension of Bidding Guidelines"). (6) Applicants must not be in arrears with consumption tax, local consumption tax, or city taxes. (7) Applicants must be engaged in the business of the contract subject to this proposal as a profession. (8) Applicants must not be deemed unsuitable as a contract party due to any violation or dishonest act in contracts with the City within the past three years, as determined by the Mayor. (9) Applicants must comply with the "Kumamoto City Public Contract Ordinance" (Reiwa 7, Ordinance No. 54), including submitting a letter of commitment based on Article 8 of the ordinance. (10) Applicants must have experience in service contracts related to hometown support donations, which were directly contracted from local governments and completed after Reiwa 3 (2021) (limited to work completed by the submission date of the statement of participation, etc.). 3. (11) If a business cooperative (as defined in Article 3 of the Small and Medium-sized Enterprise Cooperatives Act (Showa 24, Act No. 181); hereinafter the same) submits a statement of participation for this proposal, its members cannot submit a statement of participation as individual entities. If a business cooperative participates in this proposal, the members responsible for the work must also meet the requirements of (5) and (10). 5. Application Procedures, etc.: (1) Period and Method of Obtaining Statement of Participation, Basic Specifications, etc.: Until Reiwa 8 (2026), November 2 (Monday). Forms will be posted on the Kumamoto City website. If desired, they can also be obtained at the department in charge (see 2). (Distribution at the department in charge excludes City holidays as defined in Article 1 of the "Ordinance on Special Provisions for City Holidays and Deadlines" (Heisei 1, Ordinance No. 32; hereinafter referred to as "holidays")). Distribution by mail or electronic transmission (fax, email, etc.) will not be provided. Distribution at the department in charge will be from 9:00 AM to 5:00 PM. Forms can be downloaded from the Kumamoto City website during its operating hours. Basic specifications (Appendix 1), etc., will be available for viewing at the department in charge (see 2) until Reiwa 8 (2026), November 2 (Monday). (2) Participation Procedures, etc.: Applicants wishing to participate in this proposal must submit a statement of participation and other necessary documents (hereinafter referred to as "Statement of Participation, etc.") to obtain confirmation of their participation qualifications from the Mayor. The submission methods are as follows: a. Documents to be Submitted and Submission Method: Submit by hand, mail, or electronic transmission (fax, email, etc.). If submitting by mail, use a method that leaves a delivery record, such as registered mail or simple registered mail. Submissions by methods that do not leave a delivery record will not be accepted. If submitting by electronic transmission (fax, email, etc.), confirm receipt by phone. a. Documents to be Submitted: (i) Statement of Participation (Form No. 1) (ii) Qualification Examination Report (Form No. 2) (iii) Record of Similar Work Experience of Proposal Participants (Form No. 3) (iv) Copy of Contract Document Proving Similar Work Experience (v) Company Profile (Optional Format) The following items must be included: - Company Name - Head Office Address - Business Description The size of the submitted documents should be A4, single-sided (except for (iv) and (v), which can be A4, left-bound, double-sided). b. Submission Deadline: Reiwa 8 (2026), November 2 (Monday), by 5:00 PM. If submitting by mail, it must arrive by the above deadline. Lost or delayed mail due to unforeseen accidents will not be considered. c. Number of Copies: 1 copy each. d. Submission Location: (i) For hand delivery: Department in charge (see 2). (ii) For mail delivery: To the Mayor of Kumamoto City (Kumamoto City Policy Bureau, Secretariat Department, Public Relations Division), 〒860-8601, 1-1 Tetori-Honcho, Chuo-ku, Kumamoto City. Please clearly mark "Service Contract Name" and "Statement of Participation Enclosed" on the outer envelope. e. Notes: (i) The forms should be filled out as of the submission date of the statement of participation, etc. (ii) If the document in a. (iii) is not attached, the applicant will not be recognized as having the relevant experience. Furthermore, if the similar work experience cannot be determined from the documents submitted in a. (iii), the applicant will not be recognized as having the experience. 6. Explanation of Reasons for Disqualification: (1) Applicants notified of disqualification may request an explanation of the reasons for disqualification in writing (free format) to the Mayor within seven (7) days (excluding holidays) from the day after the notification date. (2) Upon receiving such a request, the Mayor shall respond in writing within five (5) days (excluding holidays) from the day after the last day of the period for requesting an explanation. 7. Information Session: No information session will be held. 8. Questions Regarding Basic Specifications, etc.: (1) If there are any questions regarding the basic specifications, etc., submit a questionnaire as follows: a. Submission Method: Submit the questionnaire (Form No. 4) by hand or by email. If submitting by email, confirm receipt by phone. b. Submission Period: Until Reiwa 8, November 4 (Wednesday), from 9:00 AM to 5:00 PM (excluding holidays). c. Submission Location: Department in charge (see 2). Email: kouhou@city.kumamoto.lg.jp (2) Answers to the questionnaires submitted in (1) will be made available for viewing. They will also be posted on the Kumamoto City website. a. Viewing Period: Immediately after individual questionnaires are submitted, until Reiwa 8 (2026), November 11 (Wednesday). b. Viewing Location: Department in charge (see 2). 9. Measures in Case of One Bidder: Even if there is only one participant, the proposal will proceed. 10. Submission of Proposals, etc.: Applicants confirmed to have the necessary qualifications according to the notification in 5. (3) shall submit their proposals, etc., in accordance with the following methods. (1) Documents to be Submitted: a. Proposal Submission Form (Form No. 5) b. Proposal (Optional Format) c. Work Implementation System Checklist (Form No. 6) d. Quotation (Forms No. 7-1 to 7-3) (2) Submission Method: a. Submit by hand or mail. If submitting by mail, use registered mail or simple registered mail. Other methods of mailing will not be accepted. b. When preparing the proposals, follow the instructions in "Appendix 2: Kumamoto City Hometown Support Donation Service Proposal Preparation Guidelines." (3) Submission Deadline: Reiwa 8 (2026), November 11 (Wednesday), by 5:00 PM. If submitting by mail, it must arrive by Reiwa 8 (2026), November 11 (Wednesday). Lost or delayed mail due to unforeseen accidents will not be considered. (4) Number of Copies: Original: 1 copy (including attached documents, with participant name visible). Copies: 9 copies (Form 10(1)a is not required. Exclude company names or expressions that can infer company names, and logos, from the original and attached documents. Also, do not include expressions that reveal the company name in work experience. For example, use "Company A" etc. No seal is required). (5) Submission Location: a. For hand delivery: Department in charge (see 2). Available from 9:00 AM to 5:00 PM on weekdays (excluding holidays). b. For mail delivery: Use registered mail or simple registered mail. Must arrive by the above deadline. Lost or delayed mail due to unforeseen accidents will not be considered. (6) Other: If you wish to withdraw after submitting your proposal, submit a written notice to that effect (free format). 11. Hearing on Proposals: (1) Date and Time: Reiwa 8 (2026), November 17 (Tuesday). (2) Location: 4th Floor Monitor Room, Kumamoto City Hall, 1-1 Tetori-Honcho, Chuo-ku, Kumamoto City. Details regarding time, number of attendees, location, etc., will be notified separately. (3) Implementation Method: Face-to-face Q&A format. (4) Implementation Procedure: The hearing on the proposals will be conducted as follows: a. Number of attendees shall be within 3 people. b. The hearing will be non-public. c. The hearing time is scheduled for within 30 minutes. (5) Other: a. Only the submitted proposals may be used during the explanation at the hearing; additional materials will not be accepted. b. Failure to attend the hearing without justifiable reason will render the proposal invalid. However, if unable to attend due to unavoidable circumstances such as bad weather or an accident of a scheduled attendee, and if the hearing can be conducted without disrupting the proposal procedure, a new hearing date will be set by the Mayor. If it is deemed impossible to conduct the hearing without disrupting the proposal procedure, the hearing items for this proposal participant will be scored as 0 points. c. The results will be notified to all proposal participants by mail. 12. Review Method, etc.: (1) Reviewing Body: The "Kumamoto City Hometown Support Donation Service Contract Candidate Selection Committee" will conduct the review based on the "Establishment Ordinance for the Kumamoto City Hometown Support Donation Service Contract Candidate Selection Committee." (2) Review Criteria: Based on Appendix 3, "Kumamoto City Hometown Support Donation Service Contract Candidate Selection Committee Review Criteria." (3) Review Method: Committee members will evaluate each item indicated in Appendix 3, "Kumamoto City Hometown Support Donation Service Contract Candidate Selection Committee Review Criteria." The secretariat will sum the scores evaluated by each committee member to obtain the total score for each proposer. The proposer with the highest total score will be selected as the contract candidate, and the proposer with the second-highest score will be selected as the alternate contract candidate. If there are multiple proposers with the highest score, the selection will be made by a vote of the committee members. However, if the proposal content falls below 60% of the total score, it will not be selected as a contract candidate as it does not meet the minimum required standard. 13. Matters Concerning the Disclosure of Proposal Review Results: Upon selection of the contract candidate, the following information will be publicly disclosed at the relevant department and on the Kumamoto City website: (1) Proposer's trade name or name (However, if there were two proposers, only the trade name or name of the contract candidate will be displayed). (2) Evaluation score of the proposer (only the trade name or name of the contract candidate will be displayed). 14. Explanation of Reasons for Not Being Selected as Contract Candidate: (1) Proposers not selected as contract candidates may request an explanation of the reasons for not being selected in writing (free format) to the Mayor within five (5) days (excluding holidays) from the day after the public announcement of the contract candidate. (2) Upon receiving such a request, the Mayor shall respond in writing within seven (7) days (excluding holidays) from the day after the last day of the period for requesting an explanation. 15. Other Notes: (1) The language and currency used in the procedures shall be Japanese and Japanese currency, respectively. (2) Contract Security: In accordance with Article 22 of the Kumamoto City Contract Administration Rules, the contract candidate must pay a contract deposit of at least 10% of the estimated contract amount by the time of contract conclusion. However, interest-bearing national bonds, guarantees from financial institutions or guarantee companies, or the provision of a public works performance guarantee bond or the conclusion of a performance guarantee insurance contract may be accepted in lieu of the contract deposit. 8. a. When a performance guarantee insurance contract with the City as the insured has been concluded with an insurance company, and the guarantee certificate has been submitted by the time of contract conclusion. b. When the contractor has faithfully performed contracts of similar type and scale with national or local governments at least twice in the past two years, and submits proof of this from the ordering party (or a copy of the contract document along with a document certifying the proper completion of the contract by the ordering party).